RFQ_25-S-049_Green_Roof_Maintenance.pdf

OpenGov Bid #25-S-049 Green Roof Maintenance

GREEN ROOF MAINTENANCE

REQUEST FOR QUOTATION (RFQ)

BID #25-S-049

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Green Roof Maintenance. Interested parties can view a copy of the RFQ by accessing Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

Key Dates

RFQ Release Date: 3:00 P.M., Tuesday, June 9, 2026

RFQ Questions Due Date: 3:00 P.M., Monday, June 15, 2026

RFQ Response Due Date: 3:00 P.M, Tuesday, June 23, 2026

Primary Contact

Jaylah Dawson, Senior Contracts and Procurement Analyst Email: jdawson@eventsdc.com Phone: (202) 249-3072 https://eventsdc.com/about/procurement mailto:jdawson@eventsdc.com

SECTION A - GENERAL INFORMATION

A1. The Washington Convention and Sports Authority t/a Events DC (“Events DC”) is an independent authority of the District of Columbia (“District”) Government and operates as a corporate body with a legal existence separate from the District. Events DC is governed by a twelve (12) member Board of Directors appointed in accordance with D.C. Code § 10-

1202.05. Its day-to-day operations are managed by its President/Chief Executive Officer.

A2. Events DC has the responsibility to, among other things, promote, develop and maintain the

District as a location for conventions, trade shows, meetings, concerts, sporting and entertainment events, and other special events. In that regard, it owns, manages and/or operates the Walter E. Washington Convention Center (the “Convention Center”), the Carnegie Library at Mt. Vernon Square (“Carnegie”), Robert F. Kennedy Memorial Stadium and its surrounding campus (which includes the Festival Grounds, the Fields at RFK Campus, and Skate Park), the non-military portions of the District of Columbia Armory, Gateway DC, the R.I.S.E. Demonstration Center, Nationals Park, and CareFirst Arena (collectively, the “Facilities”).

A.3 CareFirst Arena (the “Arena”) is a 4,400-seat, multi-purpose events facility located on the St. Elizabeth’s East Campus in Congress Heights, a residential neighborhood in southeast Washington, D.C. The Arena is home to the Washington Mystics of the WNBA and the Capital City Go-Go of the NBA G League. In addition, it houses a practice facility for the Washington Wizards of the NBA. The Arena currently hosts approximately ninety (90) events per year with an anticipated ten percent (10%) increase in event scheduling year to year.

A.4 Events DC is seeking a qualified contractor (the “Contractor”) to provide Green Roof

Maintenance (the “Services”) on an as needed basis at the Facilities meeting the specifications identified in this solicitation.

A.5 Events DC intends to award a Firm-Fixed Price contract (“Contract”) for the Services identified herein. The Base Term of the Contract will be from October 1, 2026 through September 30, 2027.

A.6 If a prospective Bidder has any questions relative to this RFQ, the Bidder must submit the questions in the OpenGov system via the “Question and Answer” Tab to receive a binding answer. Any question asked and answered outside of the OpenGov system will be considered informal and non-binding. Questions must be received no later than 3:00 P.M, EST, June 15, 2026. Events DC will not consider any questions received after this date.

-End of Section A-

SECTION B – GENERAL REQUIREMENTS AND PRICING/COST

B.1 CONTRACTOR QUALIFICATIONS

To be considered for award of the Contract, the Bidder must:

(a) Possess a lead technician with OSHA 10 training;

(b) Possess technicians who are trained in fall arrest systems;

(c) Possess all licenses and certifications required to provide the Services set forth in this solicitation;

(d) Perform all Services in conformance with applicable federal, state, and District laws and regulations; and

(e) Demonstrate a sound reputation for timely service and client satisfaction, which shall be supported by three (3) customer reference letters including names, addresses and phone numbers in support of the Contractor’s ability to provide the Services.

B.2 PRICE/COSTS

(a) The Contractor shall quote a firm fixed monthly price based on the Services requested.

(b) The price shall include all applicable shipping/administration/overhead/delivery costs to the destination identified in this solicitation.

(c) The prices offered shall be as low as or lower than those charged to the Contractor’s most favored customer.

(d) The price shall include delivery cost to the destination identified in this solicitation.

B.3 QUESTIONS

(a) If a prospective Offeror has any questions relative to this RFQ, the Offeror must submit the questions in the OpenGov system via the “Q&A” tab of the OpenGov Bid to receive a binding answer. Any question asked and answered outside of the OpenGov system will be considered informal and non-binding.

(b) Questions must be received no later than 3:00 PM EST Monday, June 15, 2026. Events DC will not consider any questions received after this date.

(c) Events DC will furnish responses promptly to the requesting prospective Offeror and to other prospective Offerors if deemed by Events DC to be necessary to prepare a complete and accurate proposal, or if the lack of a copy of the response would be prejudicial to any other prospective Offeror.

-End of Section B-

SECTION C – SPECIFICATIONS/SCOPE OF WORK AND OTHER REQUIREMENTS

C.1 PRIMARY REQUIREMENTS

The Contractor shall work with Events DC to maintain the approximately 21,000 square foot green roof located at the Arena:

(a) Perform service maintenance during the growing season (March – November);

(b) Perform monthly cultivation, trimming, pruning and weeding;

(c) Take cuttings from existing Sedum establishment and distribute to supplement plant coverage;

(d) Perform monthly management of growth media nutrient levels and perform soil tests;

(e) Perform monthly inspection and clearing of roof drains within the vegetated area;

(f) Provide the Contracting Officer’s Technical Representative (“COTR”) with a detailed stewardship report after each visit; and

(g) Provide additional plantings as requested by the COTR.

C.2 SCHEDULE OF SERVICES

(a) The Contractor shall coordinate with the COTR to develop a schedule to complete the Services. Written approval for scheduled Services must be obtained from the COTR prior to the Contractor commencing the Services. The Services schedule(s) shall not interfere with the normal business of the Facilities or disrupt any event-related activity.

(b) The Contractor shall perform all Services between the hours of 8:00 am and 5:00 pm ET, Monday through Friday. Other working hours may be considered if deemed necessary by the

COTR.

(c) The Contractor shall immediately notify the COTR if the Contractor anticipates the Work cannot be performed as scheduled and shall promptly propose a rescheduling of the Services, provided, however, that nothing in this section shall be construed as requiring Events DC to accept the proposed rescheduling. Events DC may, in its sole discretion, and without waiving any of its rights under the Contract, reject any proposed rescheduling of the Services and may obtain the required services from another contractor.

(d) Should the Contractor fail to provide the Services in accordance with the agreed upon schedule, the Contractor may be liable for the costs incurred by Events DC to acquire substitute services of similar quality. In addition, the Contractor may, in addition to other obligations under the Contract, be liable for the difference of the cost of the substituted services and the fees that would otherwise have been due the Contractor under the Contract.

(e) Events DC may, without incurring any liability, cancel any scheduled Services upon twenty-four (24) hours’ prior notice to the Contractor.

C.3 QUALITY OF WORKMANSHIP AND MATERIALS

(a) The Contractor shall perform, or cause to be performed, all Services required under the Contract to the reasonable satisfaction of Events DC, with the degree of skill, care and diligence normally exercised by experienced contractors performing Services of similar scope and magnitude. The Contractor shall use reasonable efforts to ensure timely and satisfactory completion of the Services. The Contractor shall at all times act in the best interest of Events

DC.

(b) All Services performed under the Contract shall be inspected by the COTR. The Contractor shall be required to repair and/or redo Services that is determined by the COTR to be deficient.

If the Services are found to be deficient, the Contractor shall, within twenty-four (24) hours after being notified by the COTR of such deficiency, submit a Corrective Action Plan (or “Plan”) describing how the deficiency will be corrected, which Plan shall include any labor or parts that may be needed. Upon approval of the Plan, the Contractor will work with the COTR to schedule the corrective services required. The Contractor shall bear all costs associated with correcting deficient Services to include all costs associated with removing and replacing any non-conforming equipment or supplies, and the performance of any additional services made necessary thereby.

(c) The Contractor shall perform all Services required under the Contract as to avoid the creation of dust, noise, odors, or any disruption of the normal operations at the Facilities where Services are performed. Whenever Events DC determines any operation constitutes a nuisance, hazard, or other disruption, the Contractor shall immediately adjust its operations to cause the abatement of such conditions. Events DC may, at any time, require additional provisions if in its sole discretion such provisions are necessary for public safety or the efficiency of its operations.

C.4 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, materials, tools and supplies necessary to perform the Services. All equipment must meet standard OSHA safety requirements, as well as all safety requirements pursuant to law. All equipment must be operated in a safe and workmanlike manner and must be clean and in good repair at all times while in the Facilities.

(b) The Contractor is solely responsible for the quality and performance of all Contractor-provided materials and equipment. The Contractor shall be responsible for the cost of any repairs necessary to its own equipment.

(c) The Contractor and its personnel shall be knowledgeable and trained in the proper use and operation of all equipment used to fulfill the requirements of the Contract.

(d) All Contractor provided materials and equipment shall be available for inspection by Events DC at the request of the COTR.

C.5 OTHER CONTRACTOR REQUIREMENTS

(a) All Services shall be done in compliance with all applicable federal and District of Columbia laws, rules and regulations, and with all manufacturers’ recommendations, specifications and warranty requirements.

(b) The Contractor shall confine operations and workforce to the space allocated by Events DC and shall be responsible for site safety, as well as site preparation and cleanup.

(c) The Contractor shall take proper measures to protect the Facilities from damage while performing Services under the Contract. The Contractor shall be liable for the cost to restore any damaged property to a condition similar or equal to that existing before such damage was done, to the satisfaction of Events DC.

(d) The Contractor shall maintain all areas in which the Services are performed in a safe, hazard-free condition. The Contractor shall at all times engage the use of protective measures to ensure public safety, including, but not limited to, conspicuously placed caution signage;

barrier tape; back-up lights and horns on rolling equipment; and personnel. Whenever the Services are being performed above the floor (i.e., with the use of ladders, scaffolding, lifts, trusses and the like), the Contractor shall conspicuously post warning signs and personnel, and erect barricades and barriers.

(e) The Contractor shall be responsible for storage and protection of all equipment, materials, and supplies necessary to perform the Services. Events DC will identify an area within the Arena in which to store such equipment, materials, and supplies, provided, however, that Events DC shall not be responsible for any loss or damage to such equipment, materials, or supplies.

(f) Upon completion of the Services, the Contractor shall remove all equipment, materials, and supplies used and restore the site to the same general condition that existed prior to the commencement of the Services. The Contractor shall be liable for the cost to restore any damaged areas to a condition similar or equal to that existing before such damage was done, to the satisfaction of Events DC.

C.6 PERSONNEL

(a) The Contractor shall provide and supervise all personnel, or subcontractors, necessary to perform the Services in accordance with the Contract.

(b) The Contractor shall take all measures necessary to comply and ensure that its employees comply with “Rules of the Jobsite for Contractors”.

(c) The Contractor shall at all times be an independent contractor, and the Contract shall not in any way create or form a partnership or joint venture with Events DC. No agent, servant or employee of the Contractor shall under any circumstances be deemed an agent, servant or employee of Events DC.

(d) The Contractor shall not subcontract any of the Services to any subcontractor without the prior written consent of the COTR. Any Service so subcontracted shall be performed pursuant to a subcontract agreement, which the COTR will have the right to review and approve prior to its execution by the Contractor. Any such subcontract shall specify that the Contractor and the subcontractor shall be subject to every provision of the Contract. Notwithstanding any such subcontract approved by the COTR, the Contractor shall remain liable to Events DC for all Services required hereunder.

-End of Section C-

SECTION D - CONTRACTOR TERM AND DELIVERABLES

D.1 TERM

(a) The Base Term of the Contract shall be from October 1, 2026 through September 30, 2027, with four (4), one-year renewal options.

(b) Events DC has the right to extend the term of the Contract for four (4), one-year option periods, or successive fractions thereof, by written modification to the Contract before expiration, provided that Events DC gives the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the Contract expires. The preliminary notice does not commit Events DC to an extension. The Contractor may waive the thirty (30) days preliminary notice requirement by providing a written waiver to the COTR prior to the expiration of the Contract. The exercise of an option is subject to the availability of funds at the time the option is exercised.

D.2 DELIVERABLES

The Contractor shall provide, at a minimum, the deliverables described below. Additionally, and upon request, the Contractor shall provide other reports which may be presented to Events DC’s Board of Directors, or the Council of the District of Columbia. The number of copies of other reports will be determined at the time of the request by Events DC.

DELIVERABLE FORMAT/METHOD

OF DELIVERY DUE DATE TO WHOM

Written Quote for all Services E-mail As specified by the

COTR COTR

Perform monthly management of growth media nutrient levels;

and perform soil tests

N/A

Monthly As Requested by

COTR

CareFirst Arena

Perform monthly cultivation, trimming, pruning and weeding.

N/A Monthly As Requested by

COTR

CareFirst Arena

Take cuttings from existing

Sedum establishment and distributed to supplement plant coverage.

N/A

Monthly As

Requested by

COTR

CareFirst Arena

Perform inspection and clearing of roof drains within the vegetated area.

N/A Monthly As Requested by

COTR

CareFirst Arena

Provide to the COTR a detailed stewardship report after each visit.

Electronic Seven (7) Business Days After Each

Visit

COTR

Provide additional plantings as requested by the COTR.

N/A As Requested by

COTR

CareFirst Arena

Timesheet(s) E-mail At the time of invoice submission COTR

Invoices E-mail After performance of Services

COTR and Invoices@eventsdc.com

-End of Section D-

SECTION E – STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the Attachments tab of the bid. In the event of a conflict between this RFQ and the Standard Contract Provisions, the prevailing document shall be this RFQ.

-End of Section E-

SECTION F - EVALUATION OF RESPONSES

F.1 EVALUATION OF RESPONSES

(a) Events DC intends to make a single award to the responsive Bidders whose responses conform to the solicitation and is most advantageous to Events DC and is compliant to the stated or implied specifications.

(b) All quotations received in response to this RFQ will be evaluated based on lowest price. Price will be evaluated in terms of the lowest aggregate overall price over the life of the Contract.

https://eventsdc.sharepoint.com/sites/OCPTeam/Shared%20Documents/Invoices@eventsdc.com

F.2 DEPARTMENT OF SMALL AND LOCAL BUSINESS DEVELOPMENT (DSLBD)

PREFERENCE CRITERIA

Any Bidder seeking to receive preferences for this solicitation must submit at the time of, and as part of its bid or proposal, evidence of the Bidder’s certification by the DSLBD.

F.3 CERTIFIED BUSINESS ENTERPRISE (CBE) PREFERENCE POINTS: 12 Points Maximum

Events DC will allocate a maximum of twelve (12) preference points to qualified vendors in accordance with D.C. Code § 2-218.43 as follows:

(a) Three (3) points for a small business enterprise (“SBE”)

(b) Five (5) points for a resident-owned business (“ROB”)

(c) Five (5) points for a longtime resident business (“LRB”)

(d) Two (2) points for a local business enterprise (“LBE”)

(e) Two (2) points for a local business enterprise with its principal office located in an enterprise zone (“DZE”)

(f) Two (2) points for a disadvantaged business enterprise (“DBE”)

(g) Two (2) points for a veteran-owned business enterprise (“VOB”)

(h) Two (2) points for a local manufacturing business enterprise (“LME”)

(i) Five (5) points for an equity impact enterprise (“EIE”)

-End of Section F-

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than 3:00 P.M, Tuesday, June 23, 2026, and shall consist of the following:

(a) Completion of the Quote Form in Attachment A, including confirmation that you have received Events DC’s Standard Contract Provisions;

(b) A copy of your W-9;

(c) Tax Certification Affidavit;

(d) Automated Clearance House (ACH) Form;

(e) Bidder’s General Services Administration (GSA)/DC Supply Schedule Contract (if applicable);

(f) Bidder’s current Local, Small, and Disadvantaged Business Enterprise Certification Letter (if applicable); and

(g) Three (3) customer reference letters (references must provide at a minimum a satisfactory rating) in support of your ability to provide the services or supplies as identified in the scope of the solicitation.

G.2 All Bidders must submit responses electronically via OpenGov to be considered for this award. Your response shall be signed by an official authorized to bind the Bidder and shall contain a statement that the quote is firm for a period of ninety (90) calendar days. Questions and responses shall be submitted electronically to the Contacts and Procurement Analyst listed below:

PRIMARY POINT OF CONTACT

Name: Jaylah Dawson, Senior Contracts and Procurement Analyst E-mail: jdawson@eventsdc.com Phone: (202) 249-3072

-End of Section G-

SECTION H - AMENDMENTS

H. AMENDMENTS

Any amendments to this RFQ, including changes in the due date or scope of work, will be issued via OpenGov and will appear on the “Public Notice” tab of “Messages” tab of the OpenGov bid.

Enclosures: Attachment A – Quote/Pricing Form

Attachment B – Events DC’s Standard Contract Provisions Attachment C – Rules of the Jobsite for Contractors mailto:jdawson@eventsdc.com

ATTACHMENT A

QUOTE/PRICING FORM

GREEN ROOF MAINTENANCE AND REPAIR SERVICES

(1) Please provide Firm Fixed price the for the Base Term and All Option Years.

Description Unit Base Term

Option Year One

Option Year Two

Option Year Three

Option Year Four

Service maintenance during the growing season (March –

November)

Monthly

Cultivation, Trimming, Pruning and Weeding

Monthly

Take cuttings from existing Sedum establishment and distribute to supplement plant coverage

Monthly

Management of growth media nutrient levels and perform soil tests

Monthly

Inspection and clearing of roof drains within the vegetated area

Monthly

Events DC Standard Contract Provisions Acceptance

a. Events DC is exempt from Federal Excise Tax, Transportation Tax, and District of Columbia Sales and Use Taxes. All prices shall exclude all taxes.

b. Price quote shall be FOB Destination, unless otherwise specified in writing by the Events DC.

By checking this box, I confirm that I have received Events DC’s Standard Contract Provisions (Attachment B).

Signed by: ________________________________Date____________________________

Title: _________________________________ Company________________________

Quotes are valid for a period of ninety (90) calendar days from date of quote.